My team is finding our storage is filling up with attachments. Manually deleting them one-by-one is taking hours and our reps are frustrated. We don’t want to pay for a massive storage upgrade. What is your workflow for this? It’s a real nightmare for us.
A few things that worked for us: we stopped attaching files directly whenever possible and switched to using file links from Google Drive or SharePoint. That alone cut down storage use a lot.
We also run a cleanup every few months, exporting file metadata through the HubSpot API (you can filter by upload date or owner) and bulk-deleting older stuff that’s no longer tied to active deals.
Two things usually fix this. First, stop the growth: have reps share links from your document storage instead of attaching files, and make “file the signed copy outside HubSpot” a step in the deal process. Second, for the backlog, you can list files through the Files API, filter by upload date and bulk-delete old items instead of clicking through them one by one. Full disclosure: I’m the founder of SparkGrid and we make Box Connector, so our own setup uses HubSpot workflow actions to upload documents into each record’s Box folder rather than keeping them in HubSpot. Whatever tool you choose, writing down a simple retention rule (what’s kept, where, for how long) turns the cleanup into a one-time job.
(Drafted with AI help, reviewed by me.)